ITS

Information Technology Services
Information Technology Services

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Zoom

Zoom is a cloud-based solution for video and audio conferencing, collaboration, and online meetings. A Queen's Zoom account allows you to host meetings of up to 300 participants, complete with screen sharing, video recording and a host of other collaboration features, at no charge to the user. Participants do not require an account to join meetings.

Getting Started

Who Can Have It?

Queen’s University students, staff, teaching assistants, and faculty with an active NetID@queensu.ca email address are eligible for licensed Zoom Education accounts. All other Queen's users receive a Zoom Education basic account. Alumni, applicants, and shared mailbox accounts are not eligible to join the Queen’s Zoom account.

Types of Zoom Education accounts provided by Queen's University
  Licensed Basic

Eligibility

Faculty, Staff, Graduate and Undergraduate students, Teaching Assistants and/or other Student Employees1 with an active Queen's NetID

Casual employees, contractors, departmental/generic accounts with an active Queen's NetID2

Number of meeting participants (max) 300 300
Meeting length (max) 24h 24h (1 on 1 meetings),
40 minutes (3+ meeting participants)
Recording Local recording & cloud recording (Undergraduates – local recording only) Local recording
Breakout Rooms Yes Yes
Polling Yes No
Co-host Yes Yes
Alternative host Yes No
Scheduling privilege Yes No
Fee No charge No charge
Assign Zoom add-on service plan(s) Yes3 No
Zoom Dial-In - Toll (fee-based) Yes (faculty, staff, and student employees only)4 No
Zoom Dial-In - Toll-free Can be enabled for faculty use only upon request. Usage fees will be charged to faculty/department5 No
Zoom Call Out No No

Note:
1 A Student employee account is an account that has been issued to a student that is employed by the university, it is separate from a student account issued to an active student. To learn more about student employee accounts, visit: Employee NetIDs for Teaching Assistants and/or other Student Employees
2 Users with Zoom Basic accounts are encouraged to consider alternative web conferencing solutions, such as Microsoft Teams and Microsoft 365 Live Events. Licensed Zoom Education accounts can be requested for casual employees, contractors, and departmental/generic accounts using the request form (subject to license availability, intended use, and need).
3 Zoom Add-on service plans can be added to Zoom Education licensed users (or a sub-account) at a fee by contacting your IT Admin Representative who will submit a request form to IT Services using the Zoom Add-on Service Plans form. Fee schedule and terms and conditions are available on the Zoom Add-on Services form.
4 Usage will be monitored and charges may be applied based on the Zoom Meetings Dial In / Out Coverage and Rates table.
5 Request for Zoom Dial-in Toll-free can be made using the request form. A chartfield will be required.

How Do I Get It?

  • If you are a new user and accessing the Queen's Zoom Education account for the first time or have not yet signed in using Queen's Single Sign-On, please refer to Signing into Zoom at Queen's from the web for instructions on how to activate your Zoom user account.
  • Existing users can sign in to Zoom using Queen’s Single Sign-On (SSO) with your Queen’s NetID@queensu.ca email address and NetID password.

Signing into Zoom at Queen's from the web

Do you already have a personal Zoom account associated with your Queen’s email address?

If you already have an existing personal Zoom Pro account associated with your Queen’s email address and would like to move to the Queen's Zoom account, do not proceed with the activating your Zoom user profile in the Queen’s Enterprise account as described in the following sections, please refer to I am an existing Pro account owner, can I move to the Queen's Zoom Education account? for instructions on how to request the manual activation and migration of your account.

If you currently have an existing personal Zoom Free account associated with your Queen’s email address alias (e.g. first.lastname@queensu.ca) and would like to switch your account to the Queen’s Zoom account, please update the email address of your personal Zoom account to the format of NetID@queensu.ca prior to proceeding with the activation of your new Queen’s Zoom account as described in the following section. Refer to How do I change the email address of my Zoom user account? for instructions on how to update the email address associated with your Zoom account.

  1. In a web browser, go to https://queensu.zoom.us and click Sign in.
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  2. You will be directed to the Single Sign-on page. Enter your NetID@queensu.ca email address and click Next.
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  3. Enter your NetID password and click Sign in.
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  4. Select Yes or No when prompted to Stay signed in?
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  5. Where you are directed after sign-in will depend on whether you are a) a new user who is eligible to join the Queen's Zoom account or b) have an existing personal Zoom (free) account associated with your Queen’s NetID@queensu.ca email address. Note: If you are directed to a page that displays, “Something went wrong while your tried signing in with SSO”, it may mean that you are either ineligible to join the Queen’s Enterprise account or that you have an existing personal Zoom Pro account associated with your Queen’s email address. Please open a ticket with the IT Support Centre, referencing the tracking ID with prefix ‘WEB_’ and/or the email address associated with the error message.
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    1. If you do not currently have a personal Zoom (free) account associated with your Queen’s NetID@queensu.ca email address and are eligible to join the Queen's Zoom account, you will then be directed to your Zoom user profile.
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      Please proceed to Step 6.
    2. If you have a personal Zoom (free) account associated with your Queen’s NetID@queensu.ca email address, then you will be prompted to confirm your email address and will need to complete some additional steps. Click Confirm your email address to proceed.
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      An email will then be sent from Zoom <no-reply@zoom.us> to your Queen's email account requesting that you Confirm the requested change to your Zoom account.
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      You will need to open the email and click Switch to the new account within 24 hours.
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      To switch to the Queen’s Zoom account, you will need to click I Acknowledge and Switch.
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      The page will update with a message that Your account has been switched successfully. Click Sign In to Profile Page to complete the activation process.
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      You will then be directed to your Zoom user profile.
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      Please proceed to Step 6.
  6. Set your time zone.
    From your Zoom profile page, click the edit link in the Date and Time section.
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    Select your Time Zone from the drop-down list and click Save Changes.
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  7. You have now completed the activation of your Queen's Zoom user profile.
  8. If you use the Zoom desktop client, you will need to sign out and then sign back in using the Sign in with SSO option (refer to: How to sign out of the Zoom desktop client and sign back in?)
Signing into Zoom at Queen's from the desktop client
Do you already have a personal Zoom account associated with your Queen’s email address?

If you already have an existing personal Zoom Pro account associated with your Queen’s email address and would like to move to the Queen's Zoom account, do not proceed with the activating your Zoom user profile in the Queen’s Enterprise account as described in the following sections, please refer to I am an existing Pro account owner, can I move to the Queen's Zoom Education account? for instructions on how to request the manual activation and migration of your account.

If you currently have an existing personal Zoom Free account associated with your Queen’s email address alias (e.g. first.lastname@queensu.ca) and would like to switch your account to the Queen’s Zoom account, please update the email address of your personal Zoom account to the format of NetID@queensu.ca prior to proceeding with the activation of your new Queen’s Zoom account as described in the following section. Refer to How do I change the email address of my Zoom user account? for instructions on how to update the email address associated with your Zoom account.

  1. Open the Zoom client.
  2. Click Sign In.
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  3. Click Sign in using SSO.
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  4. In the Company Domain field, enter queensu and click Continue.
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  5. You will be directed to the Single Sign-on page. Enter your NetID@queensu.ca email address and click Next.
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  6. Enter your NetID password and click Sign in.
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  7. Select Yes or No when prompted to Stay signed in?
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Zoom Add-on services available for a fee

  • Zoom Add-on service plans can be added to Zoom Education licensed users (or a sub-account) at a fee by contacting your IT Admin Representative who will submit a request form to IT Services using the Zoom Add-on Service Plans form.
  • Subscriptions are available and priced from order date to the annual renewal date of August 25th; monthly subscriptions are not currently available. Fee schedule and terms and conditions are available on the Zoom Add-on Services form. 
  • Zoom Add-on Services available for request include:
    • Large Meeting: With Large Meeting add-on, you can increase the participant capacity for your meetings beyond 300 participants. Two plans offered allow for either 500 or 1000 interactive attendees.
    • Webinar: With Zoom Video Webinars, you can deliver online events with up to 100 video panelists (49 per screen) with plans based on the number of attendees, from 100 to 3000 attendees.
    • Zoom Rooms/Zoom Room Conference Room Connector (CR): Allows joining of Zoom meetings directly from room systems, including existing (SIP or H.323) conference room systems.

Terminating the Service

What if I Leave Queen's

  • Please refer to the Service Termination Dates page for details on when service will be discontinued following departure from Queen's.

Additional Information

Zoom system requirements and setup testing tools

Zoom App Marketplace

  • The Zoom App Marketplace allows users to integrate Zoom into a variety of other services and applications. Due to the third-party nature of these apps, IT Services is not approving additional add-ons/apps for integration with the Queen's Zoom Education account.

Recordings

Guidance from Records Management and Privacy Office

The following are excerpts from the Privacy and Remote Teaching and Learning and Working Remotely: Access to Information, Protection of Privacy, and Records Management fact sheets provided by the Records Management and Privacy Office.

  • Unless there is a compelling reason to do so, avoid recording video or audio meetings, classes, or events. Such a recording becomes a record and requires proper management and storage. Furthermore, it may become subject to an access to information request.
  • If recording is desirable, give participants notice before beginning to record. Some tools such as Microsoft Teams automatically notify participants when a meeting is being recorded. The notice should also be repeated at the beginning of the recording to document the consent of the participants and to state the purpose of the recording by the person who intends to record.
  • If a recording is made, it should be retained no longer than necessary and deleted after its purpose has been met (e.g., after meeting minutes have been created). Recordings leave a variety of indicators as to their creation, existence, and, depending upon the technology used, even their deletion.

When recording ensure the following:

  • You are familiar with the platform being used, including how to enable security and privacy safeguards. See the FAQs on Recordings Online Classes and Meetings for details on privacy settings.
  • You ensure that the platform settings prevent recording on the platform by anyone other than yourself.
  • You notify participants BEFORE beginning to record followed by a statement about recording the session after the recording has begun, to document the announcement.
  • Only consenting participants (e.g., students, guest speakers, TAs) who have elected to take part in the class, tutorial, or meeting are captured in the recording.
  • Your work area is “clean” so that nothing personal, private, or copyrighted (e.g., pictures, artwork, etc.) is visible and subject to inadvertent recording.

Post a notice of recording:

  • If a course includes recording, instructors should display a Notice of Recording before the course begins; this allows students time to express their concerns directly to the instructor in private, rather than having to raise their concerns during a class in the presence of others.
  • The notice should be displayed prominently within onQ and/or in the syllabus (see the Appendix for recommended wording). Instructors should also verbally describe recording activities at the outset of the course and announce the intention to record at the beginning of every class, tutorial or meeting that is to be recorded.

Example Notice of Recording

If you plan to record your synchronous (live) classes or meetings and make the recordings available to students in your course, include the following statement in your syllabus (customize as appropriate):

Recording Synchronous (Live) Classes

Synchronous (live) classes will be delivered in this course through a video conferencing platform supported by the university [MS Teams, Zoom]. Steps have been taken by the university to configure these platforms in a secure manner. Classes will be recorded with video and audio (and in some cases, transcription) and will be made available to students in the course for the duration of the term. The recordings may capture your name, image and/or voice through the video and audio recordings. By attending these live classes, you are consenting to the collection of this information for the purposes of administering the class and associated coursework. If you are concerned about the collection of your name and other personal information, please contact the course instructor to identify possible alternatives.

To learn more about how your personal information is collected, used and disclosed by Queen’s University, please see the general Notice of Collection, Use and Disclosure of Personal Information.

Source: Appendix: Notice of Recording, Privacy and Remote Teaching and Learning Fact Sheet

Notifications

The meeting host can choose to record a Zoom meeting. Zoom will always notify meeting participants that a meeting is being recorded. It is not possible to disable this notification. For participants joining by computer or mobile device, the screen will display a recording notification. For participants who joined audio by phone they will hear an audio prompt when they first join the meeting if it is already being recorded or at the time that the recording is started. Multiple recording notifications can also be enabled by the host.

Storage and Retention

Recordings can be stored on the host’s local device (local recordings) or within Zoom’s cloud (cloud recordings).

Local recordings

Local recordings by default, will be placed in following directory.

  • Windows: C:\Users\[Username]\Documents\Zoom
  • Mac: /Users/[Username]/Documents/Zoom
  • Linux: home/[Username]/Documents/Zoom

Users can change the default local storage location to automatically save to other locations. If using the OneDrive sync client, you can store your recordings to your OneDrive for Business library or your SharePoint Online sites, such as those associated with your Microsoft Team.

For additional information, refer to Zoom's support article: Finding and viewing local recordings.

Cloud recordings

Cloud recordings stored in the Zoom Cloud (United States) for a period of 150 days and permanently deleted from the trash after 30 days.

Downloading your cloud recordings

For instructions on how to download your Zoom cloud recordings, (refer to Download, share, or delete cloud recordings).

Transfer your recording

The Zoom cloud is a temporary location to store meeting recordings. Recordings that need to be retained or shared, should be transferred to other storage locations available, such as OneDrive for Business, a SharePoint site, a Microsoft Team, a Microsoft Team for onQ courses, Microsoft Stream. Faculty and staff can also transfer recordings to the Queen's Streaming server and/or request the setup of automatic uploads of Zoom recordings to the Streaming Service using the Zoom Integration with Queen's Streaming Service request form.

Deleting local or cloud recordings

You can delete your local or cloud recordings. Local recordings can be deleted from your computer, while cloud recordings can be deleted in the Zoom web portal (refer to Deleting local or cloud recordings).

Recovering a deleted cloud recording

Recovery of local recordings will be dependent on the retention policies of the device

Cloud recordings can be recovered from the trash for a period of 30 days from the date of deletion (refer to Recover a Deleted Cloud Recording).

Accessibility

Privacy and Security

Service Level Objective

Please refer to the links below for Service Level Objectives:

Governing IT Policies

Users of this service are governed by the following policies, failure to comply may result, at a minimum, with suspension of service:

Help & Support

For Zoom-related inquiries related to Teaching and Learning, you can request assistance, including one-on-one support, from the Centre for Teaching and Learning by completing the Educational Technology Assistance Intake Form. For all other Zoom service- and support-related inquiries, please contact IT Services using the request form.

Zoom has videos and documents to help students and instructors get started using Zoom. Please note that some of the features, functionality, and/or settings described in Zoom's support articles and resources may not be available to Queen's Zoom users.

Last Updated: December 1, 2020